At some point in your life, you may be asked to write a letter of reference for someone, whether it be a former employee, a student, or even a family friend. When you write a letter of reference, you’re testifying to a person’s skills, character, and achievements. These letters are used by universities and companies to get an understanding of the person applying. One of the most important things to understand when it comes to reference letters is that you must tell the truth. Lying can result in legal repercussions.
The Layout of a Reference Letter
You should start by using a basic business letter format and include your name, address, and contact information first (or use letterhead). Follow this section with the date. Next, if the recipient’s name is known, include his or her name and address. Next, you should address the recipient with “Dear Mr./Mrs. [Last Name].” If this information is unknown, you should instead say “Dear Sir/Madam” or a more formal “To whom it may concern.”
- First Paragraph
In the first few lines, you should introduce yourself. What makes you qualified to write this reference letter for this person? Don’t write your entire life history. Keep this section short. All that’s necessary to include is your position, your relationship to the candidate, and how long you’ve known him or her. This information should create your first paragraph. - Second Paragraph
Your second paragraph should confirm any facts you know about the person you’re writing the letter for. The application usually includes this information along with your reference letter. If you are writing the letter for a job reference, you would include the applicant’s job title and role within your company, as well as when he or she was last employed by you (or when you last worked together). For academic purposes, you should confirm the person’s academic grades and successes. - Third Paragraph
The third paragraph should be your judgment of the applicant’s skills and qualities. If you employed the person, you should state that you would gladly re-employ him or her if such a statement is true. If the letter is for academic purposes, state that he or she was a valuable contributor in class. This paragraph is also where you should single out qualities in this person you find particularly exceptional. - Fourth Paragraph
In the fourth paragraph, provide specific examples of these qualities and times when this person particularly excelled. If applicable, add any extracurricular activities or projects he or she was involved in. Highlight these points, as they give examples of the applicant’s character. - Closing Paragraph
When you close the letter, include that you’d be willing to receive further correspondence about the applicant. Then, after a blank line, you should complete the letter with “Yours sincerely” or “Yours faithfully.” Following the closing, include three blank lines to provide your signature, and then type your full name.
Sample Letter of Reference
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Address]
Dear Sir or Madam,
I would highly recommend John Smith for employment. I worked with John from 2008–2014 at [Company Name]. There, John was responsible for advertising, word processing, creating brochures, and handling customer affairs.
John has exceptional communication skills and the ability to relate to people. Additionally, he is extremely reliable and has several valuable technical skills. He can work independently without supervision but can also participate in groups. John’s goal is to complete his projects on time and with the utmost precision. He is also eager to volunteer for any other areas within the company that need assistance.
One exceptional example of John’s skills is when we worked on a project for Samplesville Foods. Our task was to bring in more customers to help the business thrive. John managed to create a campaign that cost Samplesville Foods little money and increased revenue by 23 percent.
John Smith would be a tremendous asset to your company and has my highest recommendation. If you need further information, or if you have further questions, you are more than welcome to contact me.
Yours faithfully,
[Your Signature if paper copy]
[Your Name]
Tips
- Never mention weaknesses you think the applicant may have.
- Avoid saying anything that could be construed as false or libel.
- Remain formal throughout the letter. Jokes, slang, and casual language can come across as inappropriate and unprofessional.
- Never include any personal information, such as race, political stance, religion, nationality, marital status, or health.
- Avoid spelling mistakes or typos. These errors may be seen as unprofessional and can hurt the applicant.
